Wheaton is a leading private, coeducational, liberal arts college
of 1800 students located in Norton, MA and within easy commuting
distance of Boston and Providence.
Office Manager for Counseling and Health Services
Staff Work Schedule (hours/dates):
Academic Year Schedule (dates):
Counseling and Health Services
Job Summary/Basic Function:
The Office Manager for Counseling and Health Services will serve as
the main contact for the Counseling Center, and ancillary support
for Health Services. This individual is responsible for executing a
large variety of administrative tasks needed to manage the
Counseling Center, outreach and education initiatives, and Student
Health Services in a fast paced, diverse, and high performance
environment. The Office Manager reports to the Director of
Counseling and Health Services. Given the sensitive and private
nature of the services provided in this department, the highest
level of confidentiality, sensitivity, communication skills, and
professionalism is required at all times in this position. General
Counseling Center Responsibilities:
• Manage all daily operations of the Counseling Center Office
including: Manage voicemails, all phone calls, in person and online
requests for appointments. Manage all daily tasks such as setting
up computer systems, setting up and maintaining IPads and keyboards
for student registration and screening forms, scanning,
documentation and file uploading into EMR, maintaining office
availability grid, cleanliness of center and other tasks as
• Work with all areas of the College community and
interdepartmental relationships (students, staff and faculty) and
external constituencies (parents, clinicians, etc.) by providing
information and supporting relationships pertaining to the
• Assist with all manner of psychological emergencies when
appropriate and as directed: Including initiating same day
emergency screening form, communicating with Clinician on Duty
regarding screening, initiating documentation and screening forms
for emergencies, coordinate all paperwork for Section 12 when
initiated, including scanning and faxing documentation to ER,
contacting Campus Safety for ambulance transport, providing EMT’s
with documentation, and managing staff and students being moved
within CC for confidentiality purposes. Other duties and
• Distribute/coordinate incoming and outgoing mail/faxes/scans to
Counseling Center staff.
• Create/edit correspondence and other outreach and advertisement
documents for Director, Clinician’s, and Graduate Interns/Practicum
Students as needed, including letters to students/clients.
• Oversee electronic medical record ( EMR ): manage schedule of
Director, Clinician’s and Interns; trouble-shoot problems, scan
records as needed, assist in administering electronic
student-client registration documentation and screening forms.
Record all incoming phone and student/faculty/staff/constituent
interactions in EMR . Process records requests from
• Assist with Counseling and Student Health Services website
editing, maintain and update departmental publications, brochures,
business cards, posters, name tags, etc as needed.
• Arrange for meeting space as needed and assist in preparation,
organization and delivery of materials for meetings and
• Stock and maintain accurate inventory of supplies and equipment –
manage re-ordering of supplies for general counseling center needs
and outreach and education programming.
• Oversee maintenance of office equipment and physical facility;
submit work order requests and maintain key assignments to
Counseling Center staff and intern/practicum students.
• Take minutes at weekly Staff Meetings and transcribe them in
• Provide any support needed to the Training Director regarding
Graduate Interns/Practicum Students before and during Internship at
the Wheaton College Counseling Center.
• Assist Graduate Interns/Practicum Students in clinical and
documentation duties. General Health Services
• Assist Associate Director of Health Administration in
communication regarding Health Forms, Immunizations and other
required health documentation to be a student at Wheaton College
during the academic year and in preparation for summer orientation
and other college sponsored programs.
• Track submissions of required medical documentation and follow up
with students out of compliance. Work with the Dean of Students
Office to put holds on student accounts when out of
• Work with the Associate Director of Health Administration to
manage communication and programming for EVERFI, BASICS, CASICS and
with contracted providers such as nutritionist, GYN care, STD
Testing and alcohol and drug assessments.
• Function as facilitator of referral paperwork between the
Counseling Center and Health Services when needed.
• Support Associate Director of Health Administration with any
other administrative, supply ordering, tracking or communication
needs that arise. Outreach and Education Responsibilities:
• Assist in managing all aspects of outreach and education events
including aiding in reservation of locations, attending meetings
for events, and helping staff events.
• Create/prepare budget expense reports for outreach and education
events, including researching prices of all manner of supplies and
managing the purchasing in a timely nature. Additionally, assist in
the preparation, organizations, counting and obtaining all manner
of supplies for events. Finance Responsibilities:
• Assist with clerical duties for Counseling Center, and Student
Health Services departmental budgets as requested.
• Ensure compliance with Finance Office procedures for
• Reconcile Pro Card statements monthly. The individual should be
well-organized, detail oriented with the ability to prioritize
responsibilities and also have excellent people skills and comfort
working with a wide variety of people from diverse backgrounds in
an accepting, open and non-judgmental way. Excellent communication
skills, with experience managing crises and managing communication
with multiple offices, individuals and emergency services is
needed. The Executive Assistant should be dependable, reliable, and
have a strong ability to multitask. Discretion and protection of
student/client privacy required including knowledge of HIPPA and
confidentiality guidelines. Other Duties as Assigned
High Schools Diploma or GED with exceptional, proven expertise and
skills to accomplish all aspects of this position.
5-10 years of experience working as an Administrative / Executive
Assistant in high traffic, busy offices with diverse clientele and
diverse colleagues. Experience within a medical setting or
confidential setting such as mental health clinic preferred.
Commitment to Social Justice Principles
Experience with the following platforms are required: Microsoft
Office (Excel, Outlook, PowerPoint, Word), Google Suite, MAC and PC
Vocational or Technical Training, Associate’s Degree or Bachelor’s
degree preferred. Focus on Administration, Human Services, or
Medical setting experience.
Experience with Electronic Medical Record, specifically Titanium
Compensation and Benefits
Some lifting and organizing required. Lifting up to 25-30 lbs
intermittently for office supplies and outreach and education
Individuals must possess these knowledges, skills and abilities or
be able to explain and demonstrate that the individual can perform
the essential functions of the job, with or without reasonable
accommodation, using some other combination of skills and
Wheaton is a private coeducational liberal arts college within
commuting distance of Boston and Providence. We have nearly
undergraduates from 40 U.S. States and more than 70 countries.
of our undergraduates are U.S. students of color and 11% are
citizens. Wheaton College is an equal opportunity/affirmative
employer and does not discriminate against any individual or group
basis of gender, sexual orientation, gender identity or expression,
race, color, religion, national origin, veteran status,
information, or disability. In a continuing effort to maintain and
an intellectually diverse learning environment, the Department and
College actively encourages applications from women and members
Open Until Filled
Office of Human Resources
Special Instructions to Candidates:
To prevent the infection and spread of COVID -19 and as an integral
part of our public health and safety measures, Wheaton College
requires that all successful applicants hired provide proof of full
vaccination and one booster for COVID -19 at the time of
employment, unless an exemption from this policy is requested and
approved. Applicants believing that they need an accommodation of
this policy because of a disability, medical condition, or
sincerely-held religious belief should inform the Office of Human
Resources after an offer of employment is extended.
Required fields are indicated with an asterisk (*).
Optional & Required Documents
- Cover Letter
- List of References